What to Do When a Speaker's Presentation is Late
No matter how organized you are or how clear your deadlines are, there's a good chance you'll experience at least one speaker who submits their presentation late. It can definitely be stressful when you're days or weeks away from opening registration for your summit, and still waiting on speakers to send you their presentations. But it absolutely does not need to derail your event! This is just part of hosting a summit, and the key is having a plan in place so that when it happens, you're prepared to handle it.
In this episode, I'm sharing my approach to handling late speaker presentations - from the systems I put in place to prevent it in the first place, to how I handle it when it inevitably happens anyway. You'll hear about the mindset shift that makes this so much easier to deal with, plus the specific follow-up process I use that gets results without making things weird or uncomfortable.
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The Reality of Late Speaker Presentations
Even with the best systems in place, you're probably going to have at least one speaker who submits their presentation late. It's just part of hosting a summit.
I've hosted enough summits at this point to know that it's going to happen. And you know what? That's okay. It's not ideal, but it's manageable when you have the right systems and mindset in place.
The key is building in enough buffer time in your schedule so that when this happens, it doesn't become a crisis. That buffer is your safety net, and it's going to save you from unnecessary stress.
Set Yourself Up for Success with Systems to Prevent Missed Deadlines
The best way to handle late presentations is to prevent them from becoming a problem in the first place. Here's how:
Build in Buffer Time
I set my speaker deadlines about a month before I actually need their materials. This gives me plenty of wiggle room for late submissions without affecting my actual timeline.
For example, if I need all presentations by March 15th to stay on track, I'll tell speakers the deadline is February 15th. That extra month is my buffer zone.
Create a Follow-Up System
I use Airtable to track my speaker deadlines, and I've set up automated reminders that go out at specific intervals. Here's my timeline:
- Two weeks before the deadline: First reminder
- One week before the deadline: Second reminder
- The day before the deadline: Final reminder
- The day after the deadline: Follow-up for anyone who missed it
These aren't manual emails I'm sending - they're automated through Airtable, which means I'm not spending my time tracking people down or stressing about who hasn't submitted yet.
Set Clear Expectations
From the moment speakers accept your invitation, make sure they know exactly what's expected and when. Include deadlines in your speaker agreement, your welcome email, and any other communications.
The clearer you are upfront, the less confusion there will be later.
Some Speakers Will Still Miss the Deadline
Even with all these systems in place, you're still going to have speakers who miss the deadline. Here's how I handle it:
Don't Panic
Remember that buffer time you built in? This is why it exists. Take a deep breath and remind yourself that you've planned for this scenario.
Follow Up Promptly (But Kindly)
The day after the deadline, I send a friendly follow-up email. I keep it warm and supportive, not accusatory. Something like:
"Hey! I noticed I haven't received your presentation yet. I know life gets busy! The absolute latest I can accept it is [new deadline]. Let me know if you need anything from me to make this happen."
Be Prepared to Be Flexible
Sometimes speakers are dealing with real-life situations - illness, family emergencies, unexpected work demands. Be willing to work with them when you can.
That said, you also need to protect your event. If someone truly can't make it work, it's okay to have a backup plan. This might mean removing them from the lineup or finding a replacement speaker.
Communicate the Impact
If a late presentation is going to affect your timeline, be honest about that. Let the speaker know: "If I don't have this by [date], I won't be able to include it in the event."
Sometimes people don't realize the domino effect their delay creates. Making it clear can motivate them to prioritize your deadline.
The Mindset Shift That Changes Everything
Here's the thing that made the biggest difference for me: I stopped taking late presentations personally.
When someone misses a deadline, it's usually not about you or your event. They're overwhelmed, they underestimated the time it would take, or something came up in their life. It happens to the best of us.`
Approaching it with empathy and understanding makes the entire process easier for everyone. You'll feel less stressed, and your speakers will feel more supported (which often leads to better outcomes).
My "Almost 100%" Success Rate
With these systems in place, I now have close to a 100% on-time submission rate from my speakers. And the few times someone does run late, it's never a problem because of that buffer time I built in.
The key is being proactive instead of reactive. Set yourself up for success from the beginning, and when challenges arise, you'll be ready to handle them without the stress!
Resources
- Episode 169: What to Do When a Speaker Drops Out of Your Virtual Summit
- Episode 90.5: How NOT to Treat Your Virtual Summit Speakers
- Summit Host Hangout® Facebook group
- Launch with a Summit Accelerator®
- 6-Figure Summits Workshop Bundle
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